Executive & Personal Assistant to CEO

Insight Investments•Scottsdale, AZ

About The Position

Are you a highly organized, intuitive, and dependable professional who thrives in a fast-paced environment where no two days are the same? Do you take pride in being the steady hand behind a successful executive, balancing both professional priorities and personal responsibilities with discretion, initiative, and grace? We are looking for an experienced Executive & Personal Assistant to support a busy CEO who manages a demanding schedule involving travel, philanthropic leadership, and family commitments. In this pivotal role, you’ll manage everything from calendar coordination and financial reporting to domestic and international travel arrangements and personal task management. You will also support the CEO and his wife in their ongoing service to Catholic charities and nonprofit boards. If you are detail-driven, solutions-focused, and comfortable operating with a high degree of confidentiality, we invite you to apply.

Requirements

Must be highly motivated, detail-oriented, and comfortable stepping outside defined job responsibilities as needed
Team player with a collaborative spirit and willingness to assist across various levels of the organization
Professional appearance and demeanor required
Must have reliable personal transportation and a valid driver's license
Availability to support the CEO and his wife with occasional evening or weekend communications or responsibilities
Bachelor’s degree preferred, or equivalent combination of education and relevant experience
Discreet and trustworthy with sound judgment in handling sensitive and confidential matters
Proficient in Microsoft Word, Excel, Outlook, and PowerPoint
Exceptional written and verbal communication skills, including notetaking and follow-up
Strong problem-solving and prioritization abilities in dynamic environments
Calm and composed under pressure with a high degree of emotional intelligence
Able to work independently while managing multiple priorities efficiently
Strong organizational and time management skills
Able to evaluate processes and recommend improvements or alternative solutions
Strong interpersonal skills and ability to maintain cooperative working relationships across internal teams and with external business associates

Responsibilities

Prepare and deliver daily reports summarizing completed activities and upcoming tasks
Actively manage the CEO’s calendar and proactively resolve scheduling conflicts or present options to facilitate decision-making
Provide support for the CEO’s personal finances including donations, bill payments, check deposits at the local bank, errands, and phone communications
Perform all administrative duties necessary to maintain the CEO and Executive Assistant office environment
Work annually with accountants and investment entities to gather tax preparation materials and assist with information required for audits
Arrange complex domestic and international travel for both personal and business purposes, including 3 to 5 international and 20 domestic trips annually
Maintain familiarity with travel policies and vendor relationships, including use of AMEX Centurion services for premium travel coordination
Screen calls and respond to letters and emails on the CEO’s behalf
Coordinate conference calls, Teams meetings, and Executive Leadership Team meetings
Prepare monthly personal expenses and revenue reports, travel reports, and related financial summaries
Maintain files for correspondence, records, and personal matters, ensuring all confidential documents are handled with discretion
Assist with reconciliation of corporate and personal credit card statements and monitor charges for accuracy and alignment with budgets